MoF-Kenya_New_CoA_Switch_User_Guide_GL_V1.0
Zeroing Balances Solution TOI
Zeroing Balances Solution TOIGeneral Ledger
Author:Rakesh R PCreation Date:August 14, 2012Last
Updated:August 14, 2012Version:1.0
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3DateAuthorVersionChange Reference
14-Jul-12Rakesh R P1.0
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Contents
iiDocument Control
Introduction1Purpose of this document1Solution Deploy
Considerations1Solution Sequence Checks201 Run Standard Trial
Balance Detail Report301.01 Submit Trial Balance Detail
Report401.02 View Trial Balance Detail Report Ouput502 Convert the
Report Output To Excel702.01 Save the Report Output802.02 View the
saved Output1002.03 Remove Unwanted Spaces1102.04 Copy the output
to Excel1302.05 Converting the text output to Excel1502.06
Converting the accounting string in separate columns1803 Create Web
ADI Journals For the Trial Balance Reversal2703.01 Creating Web ADI
Journals Screenshots2804 Run Standard Trial Balance Detail
Report4104.01 Submit Trial Balance Detail Report4204.02 View Trial
Balance Detail Report Ouput43
IntroductionSolutions to avoid populating balances belonging to
previous years in the new fiscal year
Oracle has proposed Reversing the Trial Balance for the period
ending JUN-30 with YTD Amount.
Purpose of this document
The purpose of this document is to provide the require steps in
order to deploy the option by reversing the Trial Balance from
general ledger module to reverse all account balancesSolution
Deploy Considerations1. GL balances will be zeroed based on the
Standard Trial Balance Detail Report for Jun-12 with YTD amounts.2.
All Subledger data will remain in the system.
3. As GL balances will be zeroed out, if there will be a need to
run any reports related to last years data or doing a
reconciliation/drilldown between the subledger and the GL, it will
not be possible.Solution Sequence ChecksTest Status: Draft, Review,
Success, and Defective
ChecksTest NameTester1Tester2Tester3DateNotes
01Run Standard Trial Balance Detail Report
02Convert the Report Outputs To Excel
03Create Web ADI Journals For Trial Balance Reversal
04Run Standard Trial Balance Detail Report
01 Run Standard Trial Balance Detail Report
Business Process:
Run Standard ReportBusiness Flow: Trial Balance Detail
Report
Summary Process: General Financial Accounting
Event:
Description: Submit the Standard Trial Balance Report
Step#Process Step DescriptionPath and ActionInput DataExpected
Results
01.00Login/ Choose ResponsibilityBrowse to Application URL.
Enter User Name/Password.
Click on Connect.
Select GL_SUPERUSER Responsibility Login to the Application and
Select responsibility.
Navigator for General Ledger will display.
(Note: Choose GL_SUPERUSER responsibility associated with your
operating unit)
01.01Submit The Standard Trial Balance ReportNavigate: View (
Request ( Submit New Request ( Trial Balance - DetailEnter the
following:Pagebreak Segment, Currency, Period, Amount Type(YTD)
Enter the following:
Pagebreak Segment: Vote
Currency: KSH
Period: JUN-12
Amount Type(YTD)
Trial Balance Detail Report Should Complete Normal
01.02View Output of Trial Balance DetailNavigate: View ( Request
( Submit New Request ( Trial Balance Detail ( View Output
Click on View OutputShould be able to view the output
01.01 Submit Trial Balance Detail Report
In this section will display screenshots to view the output of
the Trial Balance Detail Report
Navigate: View ( Request ( Submit New Request ( Trial Balance
Detail
01.02 View Trial Balance Detail Report Ouput In this section
will display screenshots to view the output of the Trial Balance
Detail Report1. Navigate: View ( Request ( Submit New Request (
Trial Balance Detail ( View Output
The Balance at the End of the Report for all the three columns
should be 0 (Zero). If it is not Zero, then efforts should be put
in to bring it to Zero.
02 Convert the Report Output To ExcelConvert the Report Outputs
To ExcelBusiness Process:
Saving the Report Output and Converting to ExcelBusiness Flow:
Saving the Report Output and Converting to ExcelSummary Process:
General Financial Accounting
Event:
Description: Saving the Report Output and Converting to
Excel
Step#Process Step DescriptionPath and ActionInput DataExpected
Results
02.01Save the Report OutputNavigate ( File ( Save As ( File Name
Note: Retain the file name given by the system
Saving the Report Output
02.02View the saved fileD:\Trial Balance\
Trial_Balance___Detail_080812NAShould be Able to view the Output of
the report saved in the folder
02.03Remove unwanted spacesD:\Trial Balance\
Trial_Balance___Detail_080812Remove the unwanted spaces in the
reportReport without spaces
02.04Copy the Output to ExcelD:\Trial Balance\
Trial_Balance___Detail_080812Report Output Without SpacesConverted
to Excel
02.05Converting the text output to excelD:\Trial Balance\
Trial_Balance___Detail_080812NAConverted Trial Balance
02.06Converting the Accounting String in separate
ColumnsD:\Trial Balance\ Trial_Balance___Detail_080812NAThe account
code combinations should appear in different columns
02.01 Save the Report Output In this section will display
screenshots to save the report output1. File( Save As
02.02 View the saved Output
02.03 Remove Unwanted Spaces
02.04 Copy the output to ExcelSelect the whole text file and
Ctrl + C and paste to excel
02.05 Converting the text output to Excel
Navigate to Data ( Text To Columns
Click on Text To Columns
Select radio button button- Fixed Width and Click on Next
Click on Next
Click on Finish
Now the data has got separated in different columns02.06
Converting the accounting string in separate columnsCreate a Copy
of the excel sheet
Right Click on the Sheet1 and Select Move or Copy
Enable the Create a Copy check box and Click on Ok
This creates two sheets
Sheet1 and Sheet1 (2)
Delete the amount columns from sheet1 (2)
Select Column C for Accounting Flexfield) and Click on Data (
Text To Columns
Click on Next
Enable the Other Check Box and Click on Next
Select the Columns in the Data Preview section by Shift + Mouse
Pointer on each column and also select the Text radio button. Click
on Finish
The Accounting segment values now appear in separate columns Add
the default values of segment 7 & 8 in the columns I & J
for all the rows
Copy the Amount Column Ending Balance from Sheet1 to Sheet1 (2)
and paste in Column K
Multiply the Column K with -1
This should make the positive amounts in column K as negative in
Column L and vice versa. The Total of Column L should always be
Zero (0) as Column K which is a extract of the text output from the
system.
Copy the Column L and do a Paste Special On the same column i.e
L by selecting the Values Radio Button and Click on OkNow Delete
Column K, so we have the trial balance which is with reversed
amounts in the excel sheet.
03 Create Web ADI Journals For the Trial Balance
ReversalBusiness Process:
Web ADI JournalBusiness Flow: Create Web ADI Journal
Summary Process: General Financial Accounting
Event:
Description: Creating Web ADI Journal
Step#Process Step DescriptionPath and ActionInput DataExpected
Results
03.00Login/ Choose ResponsibilityBrowse to Application URL.
Enter User Name/Password.
Click on Connect.
Select GL_SUPERUSER Responsibility Login to the Application and
Select responsibility.
Navigator for General Ledger will display.
(Note: Choose GL_SUPERUSER responsibility associated with your
operating unit)
03.01Creating Web ADI JournalNavigate: Web ADI
Click on the Web ADI Function
Note: This should open a New Web Page window
03.01 Creating Web ADI Journals Screenshots In this section will
display screenshots to explore the steps required to create Web ADI
JOurnals.
1. Navigate: Web ADI
Click on Next
Select Functional Actual Single and Click on Next
Click on Next
Review and Click on Create Document
Click on Open
Click on the Close button to use the Web ADI Journal
Click on Review and Unprotect the sheet to add more rows to the
journal
Copy the Account Code Combinations from the Excel Sheet1 (2) we
created and paste it in the Web ADI Journal Excel Sheet
Select the respective Categories, Source, Currency, Accounting
Date, Batch Name, Batch Description, Journal Name and Journal
Description
Click on Add-Ins and Click on the Drop Down List in Oracle and
Select the Upload
Click on Upload to upload the Trial Balance Reversal Journal to
be interfaced to General Ledger
Navigate to Application and search for the Journal Created with
the Request ID 11743044
Navigate ( Journal ( Enter
Click on Find
Review the Journal by clicking on Review Journal Button
Check Funds, Reserve Funds and Then Post the Journal.
04 Run Standard Trial Balance Detail Report
Business Process:
Run Standard ReportBusiness Flow: Trial Balance Detail
Report
Summary Process: General Financial Accounting
Event:
Description: Submit the Standard Trial Balance Report
Step#Process Step DescriptionPath and ActionInput DataExpected
Results
04.00Login/ Choose ResponsibilityBrowse to Application URL.
Enter User Name/Password.
Click on Connect.
Select GL_SUPERUSER Responsibility Login to the Application and
Select responsibility.
Navigator for General Ledger will display.
(Note: Choose GL_SUPERUSER responsibility associated with your
operating unit)
04.01Submit The Standard Trial Balance ReportNavigate: View (
Request ( Submit New Request ( Trial Balance - Detail
Enter the following:
Pagebreak Segment, Currency, Period, Amount Type(YTD)
Enter the following:
Pagebreak Segment: Vote
Currency: KSH
Period: JUN-12
Amount Type(YTD)
Trial Balance Detail Report Should Complete Normal
04.02View Output of Trial Balance DetailNavigate: View ( Request
( Submit New Request ( Trial Balance Detail ( View Output
Click on View OutputShould be able to view the output
04.01 Submit Trial Balance Detail Report
In this section will display screenshots to view the output of
the Trial Balance Detail Report
Navigate: View ( Request ( Submit New Request ( Trial Balance
Detail
04.02 View Trial Balance Detail Report Ouput
In this section will display screenshots to view the output of
the Trial Balance Detail Report
1. Navigate: View ( Request ( Submit New Request ( Trial Balance
Detail ( View Output
The Ending Balance of the Trial Balance Report after Posting the
Trial Balance Reversal Journal Should be Zero (0)2 If > 1 1 of
47 = - Sec1 44 iii 1 of 44
